Transcript Vision 2020 - Anne Arundel Medical Center

Performance Manager
2013 Training
Introduction
Performance Manager (PFM) is a web-based program used
to complete the annual performance evaluation process
electronically.
All performance appraisals (self, peer, employee &
manager) are completed in PFM
PFM can be accessed from any computer with internet
access.
AAHS has been using PFM since 2010
User Registration
Every employee will need to register the first time they login to Performance
Manager, otherwise just login using employee ID and password created previously.
Step One: Launch Performance
Manager
Click on the Performance Manager
link on the AAHS Intranet page
OR
Open an Internet Explorer Window
In the URL address line, enter
https://pfm.healthcaresource.com/performance/aahs
User Registration
Step Two: Register or Login if already
registered
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Click the Register link
Enter your First Name
Enter your Last Name
Enter your Employee Id (no leading zeros)
Click the Next button
In the Username Field you will see your
Employee ID Number, this is your Username
(you will not modify anything on this screen)
Click the Next button
User Registration
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In the Password Field, Enter your desired password (Password should
meet the specifications on the screen)
In the Re-enter Password field enter the same exact password entered
above
Click the Next button
In the Question Field, click the down arrow for a selection of Security
Questions (must complete all questions)
Enter the corresponding answer in
the Answer field
Click the Next button
Click the Complete Registration
button
Log-in
If you forget your password after registration please click
“Forgot Password” on the Performance Manager login
screen and you will be asked your security questions so
you can retrieve your password.
Employee ID #
Home Page Overview
• When a manager logs into the system, they will see four tabs, My
Folder, Employees, Reports and Job Description
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My Folder – contains all tasks that need to be completed
Employees – contains information on a manager’s employees
Reports – contains the reports that a manager can run
Job Description – contains a library of all job descriptions in the
organization
Home Page Overview, cont.
Quick Views
“All Tasks” is your default view and shows all of your tasks.
“Tasks About Me” is your personal task list. This includes only tasks where you
(the logged in user) are the employee that the task is about.
“Routed Tasks” is your pending task list.
“Past Due Tasks” all tasks with a due date prior to today’s date.
“Alerts” is a list of all the tasks, relevant to your employees that are past due.
Click on any of the headers to sort the list. Click on the envelope icon to send
an e-mail message to your employee regarding that task.
My Folder
There are 2 tasks that will appear in your personal task list.
1. Review Job Description
Click on the task “Review Job Description”
Scroll down the description as you read it and click “Sign”
2. Self Appraisal
Click on the task “Self Appraisal”
Complete the self-rating in the first section and enter comments.
Select N/A for sections that do not apply to your self appraisal.
At the end of the appraisal screen, you can enter summary comments
.
When your self-appraisal is complete Click
supervisor
to send it to your
NOTE: you cannot change your evaluation after you send it.
Appraisal Instructions
•
The appraisal form you receive will have sections that you complete and
sections that do not apply to you (i.e. if you are a peer only complete the
peer section, if you are a subordinate only complete the subordinate
section) and be sure to select N/A for all sections that are not applicable to
you.
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Pay attention to the RED instructions. These instructions tell you which
sections to complete and which sections to select N/A.
•
For example, if you are completing an appraisal for a peer (leader at the
same level as yourself) then only complete the sections that read Peer and
select N/A for the sections that read Subordinate because that does not
apply to you.
Appraisals for Your Staff
AAHS Human Resources will schedule the master annual performance review dates in
the system.
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a leader FOR EACH APPRAISAL you will:
Assign a Self Appraisal to each employee who reports to you and set the due date
Assign Multi-rater Appraisal and due date
Complete the Appraisal for each employee
Meet with your employee to review their final appraisal.
Save and Send the completed appraisal to the employee for their electronic
signature
1. Assign Self-Appraisals
To begin assigning self-appraisals, go to My Folder and click the “tasks”
button then click the “Send Self-appraisals” button.
A new window
display lists all
employees for whom
the user has
appraisal tasks.
To assign self-appraisals, select the employees’ names using the check box
controls on the rows, or select all rows by clicking the check box in the column
header and then click "Assign Selected".
1. Assign Self-Appraisals Cont.
You will then be prompted with a confirmation message. Clicking “OK” will
generate the corresponding self-appraisal tasks.
Make sure to communicate with your employee that they have a selfappraisal assignment in PFM.
Note the due dates set for 2013 in the timeline and watch for e-mail
communication on this every year.
2. Assign Multi-rater Appraisal
• For each of your management employees, send a multi-rater appraisal to
at least 3 of their peers and to each of their subordinates.
• For example, Melissa VP will select and send John Director’s Peers and Subordinates each a
multi-rater appraisal through the system.
• Another example, John Director will select and send Tom Manager’s Peers and Subordinates
each a multi-rater appraisal through the system.
• For staff employees the multi-rater appraisal is optional to be used for
input from other staff employees.
Staying in My Folder under the Tasks section, start this step by clicking “Appraisal”
2. Assign Multi-rater Appraisal, cont.
Self-appraisal (if you haven’t sent already)
Management due date: September 6th
Staff due date: October 23rd
Multi-rater Appraisal:
Management: Select each of the
Manager/Director’s peers and subordinates
that will complete a review of your
management employee.
Staff Employees: the multi-rater appraisal is
optional to be used for input from other staff
employees if you prefer.
Note: Multi-rater appraisals will send an exact
copy of the appraisal to the employees
selected as multi-raters for them to give input
on the employee being evaluated. The leader
that originally assigned the task will see the
multi-rater comments and scores as they
complete the appraisal. Multi-rater name and
comments will not appear to the employee.
Once you click “Appraisal” you will see this
screen. Check each box.
3. Complete the Appraisal
Use the input from the Self and Multi-rater appraisals to complete the final review.
Scroll through the Job Description until you reach the first Evaluation criteria
Use your mouse to click on the rating for each item and then enter comments to support
your rating. You will see the Self Appraisal and Multi-rater feedback if these appraisals have
been completed
To make a comment on a specific item, click the Note Icon (
expands automatically, a comment is required.
) If the Note Dialog box
3. Complete the Appraisal, cont.
Remember to click the Save button on the right side of the
page periodically. Your updated information will then save
until you return to complete your work.
4. Meet with your Employee
Enter any comments you may have into the
Appraisal Comments box.
Meet with your employee to discuss and review their performance appraisal
according to the AAHS performance review timelines.
Management = October 5th-24th
Staff = December 20th-January 30th
Then enter the Date Reviewed with employee and click the Save and Send button.
The appraisal will be sent to the employee for review and electronic signature.
Once Sent and Signed by the employee, the appraisal will be converted to a PDF
and cannot be edited by their manager UNLESS an employee makes a comment
before they sign. If the employee makes a comment, the manager will receive a
task and could reject the appraisal to edit or sign off if final.
Click the Save button if you are not ready to send to the Employee
5. Appraisal Signed by Employee
After you “save and send” the appraisal to the employee they will see
a task to “Review Appraisal”. Instruct your employees to scroll
through the review, add summary comments, then click
Then you and your employees can view the completed evaluations at
any time by clicking on the appraisals folder.
Self-Appraisal FAQ’s
Q: How do I know if my employee has been assigned to perform the Self Appraisal?
A: In your task list, expand the arrow to the left of the appraisal task row and the
employees name will be listed along with the status of the appraisal
Self-Appraisal FAQ’s
Q: How does the Self Appraisal process work (start to finish)?
A: See Self Appraisal details below
1. Scheduler sends task to Manager’s My Folder/Tasks
2. Manager opens Appraisal Task, Clicks Self Checkbox, clicks Assign button to send to
Employee
3. Employee receives task in My Folder
4. Employee completes Self Evaluation, comments, clicks sign button (Employee can Save
work in progress)
5. Manager will see a green checkmark next to employees name to indicate the employee
has completed the Self evaluation
6. Manager completes evaluation, comments, clicks Save and Send
7. Employee receives (Review Appraisal) task in My Folder, reviews managers comments –
Employee can add additional comments, click sign
8. If comments are made, manager receives task in My folder to review
9. Manager Signs Appraisal
10. Appraisal is converted into PDF and stored in Employee’s electronic file
Setting Goals
Want to set and track goals for your employees?
Performance Manager allows you to create goals with your
employees and will automatically follow up throughout the year
for status updates. You can use these goals as guidelines for
rating the ‘Goals and Accomplishments’ sections of the FY14
Evaluation.
Begin using the Goals function now so goals are recorded and
saved for next year’s evaluation. By setting goals in this
electronic system you are ensuring they are not forgotten and
not left incomplete.
Goals Instructions
From your “Employees Tab” click “Goals” next to the
employee you wish to add a goal(s).
Then click “Add Development Goal” and complete the
sections: Type, Title, Details/Measure, and due date. Click
Save or Save and Send and the employee will receive a task
to complete this goal by the due date and provide a status,
comments and signature.
Documenting Feedback
Want to capture feedback for your employees throughout
the year?
Remembering all the details of each employee at appraisal time
for the past year can be challenging. Performance Manager allows
you to document feedback you have shared with your employees
throughout the year. During your annual appraisals you can review
these “Manager Notes” and use it directly in your evaluations.
Begin using the Feedback function this year so feedback is
documented and saved for next year’s evaluation. By tracking
feedback in PFM you are ensuring that the appraisal is
representative of the entire year.
Feedback Instructions
From your “Employees Tab” click “Feedback” next to the
employee you wish to add feedback.
Then click “Add New”
. In the Type section, select
“Notes.” Then type in your notes and click “Save & File.”
Type (Select “Notes), Title, Details/Measure, and due date.
PFM Reports
Managers have the ability to run reports for their
departments. Simply click on the Reports tab and then pick
the report you need to run.
Secrets of Success
No Surprises
Consider the Entire Year
Stay on track
Set the Tone
The “Sandwich” Approach
PERFORMANCE EVALUATION MEETING
 Hold performance conversations all during the year
 Discuss any issues of concern when they happen
 Semi-annual meeting highly recommended
 Avoid focusing only on the most recent events
 Don’t let a recent success or failure color your opinion of the
entire year (horns/halo effect)
 Refer to documentation made throughout the year
 Timely, accurate evaluations tell staff you value them
 Assure that staff understand the Performance Manager process
 Keep checking your own “task” list in Performance Manager
System
 Conduct meeting in a quiet, confidential place; no distractions
 Show up well prepared
 Maintain a calm, supportive demeanor
 Keep the meeting focused on your agenda
 Discuss accomplishments/positive feedback first
 Follow with areas for development
 End with acknowledgement and encouragement
Secrets of Success, cont.
Encourage and
Support
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Set/Collaborate on
S.M.A.R.T. Goals
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Follow the 50/50 Rule 
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Polish the Shining
Stars
PERFORMANCE EVALUATION MEETING
Check your own intentions, assumptions, judgments and biases.
A genuine intention to help the employee to improve reduces
defensive response
Express confidence in employee’s ability to meet the expectations
An employee who believes they can be successful probably will
be
Establish your own clear and specific goals for each employee
Include employee’s own work related goals
Introduce a Performance Improvement Plan if performance is
below minimum expectations
Celebrate top performers; they are easy to ignore
Provide specific examples of accomplishments
Provide growth opportunities
Keep them involved without overload
Encourage dialogue /Employee should talk at least half the time
Be willing to adjust a rating if appropriate
Answer questions honestly...Listen/Listen/Listen!
Conversation Cues: Employee Performing Well
Shine the Super Stars
Begin by acknowledging accomplishments
“This has been a busy year, and I truly appreciate the many ways that you have contributed to this department.”
Performance Meets/Exceeds Expectations
Even though they may not admit it, the best performers need to know their efforts are recognized and
appreciated. Be specific about what they have done and how it has contributed to the department goals.
Ask: “What are you most proud of accomplishing this year?”
Collaborate on Goal Setting
 “What skills or areas of interest would you like to develop this year?”
 “I have some ideas about how we can continue to support your development” Outline suggestions for
involvement in projects, training opportunities, decision making, leadership roles, etc.
Encourage Dialogue
 “What do you expect to be most challenging about the goals that we’ve discussed?”
 “What support would you like from me and/or dept.”
 “What have some of your disappointments been this year?”
Confirm agreement on Goals
“I want to be sure that we continue to challenge you and support your development while keeping the
expectations reasonable. Do you feel comfortable with the plan that we’ve outlined?”
End by expressing confidence and appreciation
“I want to thank you again for your dedication and accomplishments. I know that you will continue to shine.
Please continue to share your ideas and any issues that may come up. I’ll set up some regular meetings as well.”
Conversation Cues-Employee Needs Improvement
Catch the Falling Stars
Begin by acknowledging accomplishments
“This has been a busy year, and I appreciate the work you’ve done.” Discuss specific positive observations of employee’s skills,
contributions, etc.
Performance is not meeting expectations
“As we’ve discussed during our previous meetings, there are key areas of performance that still need improvement. I’ve decided
to implement a Performance Improvement Plan in which we will set specific goals, make agreements, set deadlines/due dates,
and meet frequently to assess progress.”
If employee disagrees with your assessment
Keep the focus on accurate facts and observations.
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“Can you provide examples that will show me what I have missed in my assessment?”
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“I know that you disagree with my assessment, but I haven’t heard anything today that makes me want to alter it. For now,
my assessment will stand and we can develop a Performance Improvement Plan to support your performance goals.
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“I understand that you disagree with my assessment. I would like to think about what we have discussed today before
making a final decision about your appraisal. I will let you know tomorrow.”
Encourage Dialogue
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“What do you expect to be most challenging about your goals we’ve discussed?”
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“What support can the department and I provide that will help you reach these goals?”
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“What are your own goals for this year?”
Confirm agreement on an action plan
“We’ve put this plan together and I’m confident that you can accomplish the goals within the timelines we developed. What do
you think?”
End by expressing confidence in the employee’s ability
“I believe that you will be able to make these improvements. Just let me know when you notice any issues, or you feel that you
are not meeting the goals. I’ll also be checking in with you on a regular basis.”
Click the links below to access additional material.
These can also be found under the global share drive in
the “Performance Appraisals 2013” folder.
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2013 Management Timeline
2013 Staff Timeline
FAQs Guide
Conducting Effective Appraisals
PFM Drop-In Class Schedule
Conclusion
Be sure to follow the 2013 appraisal timelines.
For assistance contact:
Jennifer Recla 443-481-1970 [email protected]
OR
Joyce Kroneberger 443-481-1974 [email protected]